Electronic Document Management Systems

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Electronic Document Management Systems

• Monica Crocker, CRM, PMP
• Chris Lancrete

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Definitions

• EDMS Electronic Document Management System
• BPR/BPM Business Process Redesign/ Management
• ECM Enterprise Content Management
• the technologies used to create, capture,
  customize, deliver and manage enterprise content
  to support business processes

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Document Imaging Fundamentals
Prep
Scan

• Index
• Unique ID
• Date
• Doc Type
• Association to cases/clients

Retrieve
Commit (store)
Document Library
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Document Imaging add-ons
Workflow
Prep
Scan

• Index
• Unique ID
• Date
• Doc Type
• Association to cases/clients

Retrieve
Commit (store)
Document Library
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Hennepin County Human Services Public Health
Department

• 1.1 million residents
• Approximately 35 of residents are served by
  HSPHD in some way
• Services include
• Public Assistance (Cash/Food/Health Care),
• Employment Services, Child Support,
• Child Adult care, Veterans services, Child
  Protection,
• and other Social and Health services
• 6 separate departments prior to 2004

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Business Vision

• Service Integration
• Collaboration
• Compliance with HIPAA
• Mobility
• E-Government

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Experience Hennepin County

• The DIAMOND system
• Imaging and online distribution of client mail
  faxes to workers (140,000 docs/month)
• Form templates for outgoing correspondence
  (10,000 mailings/month)
• Piloted in 1996, fully implemented by 2000
• All public assistance case files are online, plus
  content related to employment services, child
  care, other programs
• 700 daily users inside and outside county offices

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Progress

• Paper files eliminated (along with 5000 sq.ft. of
  record center space)
• Measurable time savings
• Ability to share case files across related lines
  of business
• Opportunities for Business Process Redesign
• Client service improvements

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Future Enterprise Electronic Case Files

• Expansion to all of Human Services and Public
  Health
• Fully web-enabled
• Capture and manage all forms of digital content
• Greater emphasis on automated workflow and
  business process management
• Establish platform for service integration

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HSPHD Electronic Case File
ECF Framework
Capture Incomingdocuments
Receivenotifications
Image Repository
Web-connected DirectService Staff
Search Files View Contents
Central Imaging
Content Repository
Faxes US Mail Other paper Electronic content
Create, save, edit workingdocuments
Forms Library
Process Manager
Send Forms
Data Connections Clients, Cases, Service
Areas, Workers
HSPHDClient
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Minnesota Dept of Human Services

• The largest Minnesota state agency (6000
  employees) responsible for meeting the basic
  needs (including health care) of the states
  vulnerable populations (disabled, elderly,
  children, impoverished)

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Business Vision

• Single Enterprise Solution
• Compliance with HIPAA (and other regulations)
• Collaboration (with counties)
• Space savings and optimized building design
• Improved efficiency of business processes

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Experience Enterprise EDMS Program Approach

• Define Standards Build Central Architecture
• Phased Implementation Approach (repeat as
  necessary)
• Prioritize Business Units
• Assemble Resources
• Conduct Business Process Modeling/Redesign (BPM)
• Complete Document Inventory
• Define Functional Requirements
• Develop Solutions (including integrations)
• Convert Backfile
• Deliver enhancements

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Assembling a Project Team

• Project Sponsor (C level)
• Resource Manager
• Project Manager
• Business Process Modelers (Business Analysts)
• Subject Matter Experts
• Records Manager
• Technical Team Resources
• Backfile Conversion Area Supervisor and Staff

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Progress

• Over 10,000,000 documents in system
• Over 30 different document repositories (business
  functions) supported
• Over 1000 users
• Daily volume of more than 10,000 new documents
• Critical line of business application with
  integration to legacy databases

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BEFORE BPM
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AFTER BPM greygone bolddone by system
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Future Continued Expansion

• Migrate to completely web-enabled solution
• Add scanning onto Central Mail Room functions
• Evolve from EDMS to ECM
• State-wide BPR for health care documents
• Continued expansion within existing business
  units and to new business units
• Development of several enterprise-wide shared
  repositories (contracts, policy, etc.)

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Conclusion/Questions

• Plan and then plan to change your plan!
• Address need for change management
• Over communicate
• Think BIG
• Constrain expectations

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For further information

• Chris Lancrete
• IT Consultant
• Hennepin County
• Human Services and Public Health Dept
• chris.lancrete_at_co.hennepin.mn.us

• Monica Crocker
• EDMS Coordinator
• MN Dept of Human Services
• monica.crocker_at_state.mn.us

AIIM www.aiim.org ARMA www.arma.org The Sedona
Guidelines www.thesedonaconference.org ISO www.iso
.org ANSI www.ansi.org